| MINUTES OF NFC COMMITTEE MEETING HELD 7th JUNE 2006 |
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|---|---|
| Present: |
John Norrie Lynda Norrie Steve Rowntree Paul Willmott Paul Drake Graham Beech Mark Bampkin Natalie Turner |
| 1. | Apologies |
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Fay Carpenter Chris Holt Sharon Levett |
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| 2. | Actions from 60th ANNIVERSARY meeting |
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PW - send license form to DDC & Police - COMPLETED JN - confirm hall bkd for competition - COMPLETED FC - submit 'evening do' booking form - COMPLETED FC - organise disco - COMPLETED FC, SL, JN - sort entertainment - ONGOING FC - sort buffet menu's - ONGOING FC, SL - organise decoration etc - ONGOING JN - finalise comp details - COMPLETED JN - email out comp details, evening invite - COMPLETED NT - amend beginners forms re advertisement - COMPLETED PD, CH - sort beginners questionnaires - COMPLETED ALL - read Sword magazine re child protection - ONGOING Actions from previous meeting JN - comp results, trophy details for website - ONGOING SR, JN, GB - organise inter-club comps - ONGOING SR - finalise details for forthcoming fair - ONGOING PD - update internet links re club contacts - COMPLETED where possible SR, PD - constitution amendments - ONGOING ALL, FC, SL - 60th Anniversary arrangements - ONGOING SR, PW, NT - update signatories - ONGOING NT - laundrette wash for beginners kit - COMPLETED PD - order new equipment - COMPLETED ALL - purchase club flag - N/A at present due to finances JN - organise/email re taster sessions - COMPLETED NT - publicity - chase Robbie - ONGOING PW - contact Sports Development persons - COMPLETED ALL - ideas re 'outside' coaches - ONGOING ALL - publicity ideas - COMPLETED SR - BFA membership check - COMPLETED SR - set up paypal - ONGOING NT - forward mins for website - COMPLETED Agenda items to cover any action points. PW - proposed not to go through prev mins, just action points. |
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| 3. | Amendments to prev mins |
| MB - wished to make it known that prev mins were incorrect: NFC moved venue due to not having a venue as Trinity was to be revamped, new facilities did not offer any storage space; NOT due to the issues of space - noted it was a contingent benefit that Moulton College had more space, but driving reason being Club had no venue. | |
| 4. | Matters arising from prev meeting. |
| SR - confirmed with Matt Robbins that Matt would be solely responsible for maintaining website. JN, NT - will forward comp/trophy results to Matt for website inclusion when results known. SR - will get matrix example next time goes to Beds Club. JN - confirmed no inter club comps organised as yet, will send reminder to Towcester Club to arrange some dates. | |
| Action: JN, NT, SR | |
| SR - confirmed Castle Ashby Country Fair as 9/7/06. Have a 20m x 20m pitch of close cut grass. Noted needs to ask Club for volunteers as No. of passes needed to be confirmed with event organisers, volunteers need to be in kit, need a minimum of 6 at all times. Also needs to confirm how pitch will be marked out, piste access to be restricted to public. Suggested format of 20 min demo's on the hour every hour, in between time public can 'have a go'. Due to insurance need as many Club coaches as possible to attend. SR confirmed will cost Club nothing, due to 4 figure number of attendees will be beneficial due to the number of potential beginners. PD - suggest 'steam' only as electrical kit too expensive, could get damp, could perhaps take old electric kit as looks good and could attract more beginners. SR - confirmed Club is able to charge public to 'have a go', suggested £2 a time, is up to the Club how long they remain at the fair, apparently Club have done this before - PW - saw demo mid 80's. PW - suggested kit area needs to be manned, SR suggested fence off kit area and also have portable gazebo in case of rain. PW - suggested format of demo, announce when doing a coaching session and record names & times of those interested. JN - suggested demo every hour on the hour, every half hour do a half hour coaching session for 12, give those 12 a safety brief whilst demo is going on. MB - noted need to factor in time for kit on/off. Noted coaches could mingle in with crowd during demo to say what's happening. GB - suggested format of 'Centre Parks' Parent/Child sessions - parent defends, child attacks, could also have a mini comp. PW - noted fliers could be handed out, NT to organise beginners leaflets for distribution. MB to design a sheet for follow-up details i.e. details of beginners courses to be emailed at a later date. Volunteers could be a potential problem as 3 consecutive weekends taken up with fencing events. PW - noted also clashes with Cambs Open. JN, GB - to sort program/format of event, SR to sort rest i.e. kit, No. of passes & times of event. MB to design a disclaimer. | |
| Action: MB, SR, NT, JN, GB | |
| LN - confirmed a list of names needed as soon as possible for Hollowell Steam Rally. 'Help' will be on a shift basis: 8.30-11, 11-2, 2-5, car park marshals to work at 2 hourly intervals, T-shirt sellers: 2 people on 3 hourly shifts; also raffle ticket sellers needed. Arena marshals to escort distributors to and from arena and clear general public: 10-1.30 and 1.30-4. LN to confirm with Club members Thursday and get back to fair organisers with names and time slots filled. GB - suggested getting publicity printed up - perhaps best poster designed by Club members. | |
| Action: LN | |
| PD - confirmed internet contact details updated as far as possible although no response received from any. PD applied to the password protected site for another form; no response received. PD to chase up. | |
| Action: PD | |
| SR - confirmed saw accountant Tues pm re charity status: if Club can gift aid all membership fee's Club could potentially get £1,200 for doing nothing, need to register as a charity, possible as long as no-one gets any financial benefit from Club: SR to complete application forms and look at Club constitution to comply with whats needed and complete any other relevant forms from charity commission. Noted EGM needed to change constitution; SR to announce 28 day notice from Thursday 08/06/2006 at Club night and email notice in writing. SR will draw up new constitution and highlight differences for easy reference; will draft updated constitution for committee distribution in next 14 days. SR has copy of 'Blades' (Kent) constitution - only other Club that has charity status - SR noted the committee will no longer be in the same format, need to decide if size of committee etc needs to change. Board of Trustees will be needed; ideally 3 members (chairman, treasurer and secretary) or can either transfer over all committee or have a board of Trustees and a sub-committee. MB - queried the implications of liabilities - SR to confirm - is everyone on committee prepared to accept new responsibilities? MB - queried audits. SR - confirmed an independent auditor required if Club has an annual turn over of £10,000 cannot be a committee member: currently is Nick partridge. MB - noted some committee functions currently duplicated i.e. ladies & mens captains. PD - asked if it would work as well with less members, SR - commented a committee needs a treasurer, secretary, chairman and armourer; danger of becoming small & clicky; current size okay. JN - suggested don't need a subcommittee if have board of Trustees and a fencing committee. SR - pointed out constitution needs to say what/who the committee is; also noted accountant recommended having longer terms of office and not be changed every year; recommended every 3 years for Trustees and annually for fencing committee; suggested Trustees: President, Club Captain, Armourer, Treasurer, Secretary and A.N Other (as is the voice of the Club). Suggested president to chair board of Trustees. Fencing committee: Chairman, Ladies Captain, vice Captain, Club Captain, Armourer. PD - asked if a joint meeting who would chair; SR noted each chair would chair own part of meeting. Committee agreed Trustees to be appointed 3 yearly. SR - asked if anyone wanted anything specific changed in constitution to put in email next week. PW - queried Hon. Life Presidents: SR noted they have no voting rights, suggested taking out of constitution. PD - noted setting membership fees in October for following September is ridiculous. SR said fees would be collected in Nov not Sept if charity status not sorted in time. PW - queried why Club members need to be BFA members, GB also queried why as Club insurance covers injury, CJ's parents had asked if he had to have BFA membership. MB read out his interpretation of Club insurance document, noted if injury is caused, person is liable, also noted that the treasurer sorted insurance issues 2 years ago. NT - noted that as present secretary she had no previous records with regards to insurance or renewing club insurance, MB conf secretary had nothing. Committee noted that Club insurance is paid and up to date but no one seems to know who sorts it or who gets notified of renewal. PW - read out Club insurance document. MB - questioned if Club insurance alters if have charity status? PD - if BFA membership is required, it should be put in the constitution: SR - also suggested having separate safety guidelines to which all members should adhere to, also remove from constitution. 'President subscription £5 per year' as pays full membership. SR - queried if juniors can vote at an AGM as not in constitution, committee agreed juniors should be able to vote. | |
| Action: SR | |
| SR - confirmed updating of signatories is still ongoing | |
| Action: SR, PW, NT | |
| NT - confirmed beginners kit washed, laundrette informed of next expected wash date. | |
| PD - confirmed ordering of new equipment is ongoing, suggested Club buys Maxs' old kit as is cheap. | |
| Action: PD | |
| PW - confirmed has brought 2x flags and car stickers to be sold at the Club. Will take flag to Thursday Club night should club decide to order flag in future. | |
| PW - confirmed Sports development people at Wellingborough & Northampton know of NFC existence. Council did a newsletter article publicising Club. JN - forward info to Steve Scoles for newspaper article, SC to be congratulated as beginners course full with a lot of potential enquiries for other course dates. NT - suggested asking SC to resubmit article 2 weeks before each beginners course. | |
| All - ideas re outside coaches ongoing. Noted Club would have to clear a lot of people to make any money. PD - queried cost but thought a good idea. | |
| Action: All | |
| SR - confirmed BFA membership check done, questioned action if some members haven't got BFA membership: JN - suggested cannot fence until they are members, questioned if the Club is liable knowing they're not insured. MB - suggested Club not liable as not fencing with unsafe equipment, up to individual if has insurance. JN - to speak to those members concerned and ask to supply NFA No. or see card. | |
| Action: JN | |
| SR - confirmed paypal ongoing, to be sorted September or November when membership subscriptions due. | |
| Action: SR | |
| NT - confirmed beginners courses amended to include 'where saw advertised' question. PD - confirmed 2x beginners questionnaires received from CH to pass to beginners from time before last course. | |
| 5. | NFC 60th Anniversary |
| PW - confirmed license form approved by Daventry District Council & the Police, hard copy forward to FC. JN - confirmed hall booked although price not sorted, nothing else bkd for hall in the afternoon. SR - noted could potentially cost a fortune if booked for all day, was query over cost of Doug Facer comp £240, Robbie agreed to halve the cost but said won't be able to do so in future, £30/£40 per hour is standard rate. Queried if could do an alternative hourly rate and then only pay for time used. LN - noted no time idea until number of teams entered finalised. JN - also stated time constraints not known as Club has never held a team competition before. Committee agreed MB to speak to Robbie re 60th 'favourable' deal. SR - suggested getting together with Robbie to discuss 'calendar' for the year and prices as Robbie has power to decide costs: committee suggested MB speak to Robbie re calendar: MB noted no probs last time with regards to costs. JN - confirmed county championships possibly September, though not definite. | |
| Action: MB, FC | |
| 6. | School/College Taster Sessions. |
| JN - noted no further replies received from Highfield House with regards to taster sessions - will chase up. NT - confirmed 17 upper schools & colleges written to offering a taster session: replies received from Northampton School for Girls and Roade School: NSfG have 20 girls interested, Roade inquired re CRB & child protection trained? NT to forward details to LN & JN. LN & JN to contact schools to arrange: ages questioned due to number of junior blades. Costs confirm as free, idea to potentially enrole on next beginners group. | |
| Action: JN, LN | |
| 7. | CRB & Child Protection issues. |
| PW - noted Club does not currently keep copies of CRB certs due to data protection issues. Current issue of Sword magazine says all coaches to complete child protection workshop and first aid course by October. SR - questioned who is responsible for behaviour of coaches: also suggested keeping a record of CRB forms seen. PW - confirmed Committee responsible for behaviour, suggested President keep a record of CRB certs seen, committee agreed. JN - noted British Fencing also keeps records as cleared once coaching award completed. PW - suggested could be on coaching register but not have CRB clearance? NT - handed out details of child protection workshop in Nottinghamshire, will email child protection officer at BF to see if course can be sourced locally and/or any suggestions re contacts. GB - will sort contact details for first aid course. PW - noted St Johns Ambulance & Red Cross courses as recognised. | |
| Action: NT, GB | |
| 8. | BFA Membership |
| Refer to section 4: matters arising re BFA membership | |
| 9. | Any Other Business |
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SR - handed out Treasurers reports: projections for 2006 & mnthly reconciliation for 2006.
Stated 74% of members pay in full, 26% pay instalments.
Predict worse case scenario need 6 beginners to convert to members, best case scenario 24.
Any potential monies from Hollowell Steam Rally not included, pay out October.
Noted equipment costs to tail off.
1x cheque bounced from May beginners course, will give a week to sort out. PD - noted Armourers costs cheap - would anyone object to a surcharge for PD. LN - noted at comps foil rewire £10, club charge £3. Committee agreed current prices on the cheap side: PD suggested £1 on top. New prices agreed by committee: Rewire: from £3 to £5, Tip: from £5 to £7, Complete barrel, tip & rewire: from £10 to £12: noted prev costs cover parts only. PW - suggested if club members don't want to pay then do it yourself. SR - suggested all new members receive a welcome pack with priced in although not volunteering to put together himself! GB - noted foils etc getting damaged going into the bags - is there a better way of storing? FC had offered to get a better bag made. GB - questioned if the new constitution & charity status would affect the age of beginners/members (currently age 11 or 9 if another family belongs to the club. SR - noted makes no difference: have to have an objective for the Club and is realistic to get youths involved, useful having written to schools & colleges re taster sessions and doing the coaching sessions at Wellingborough school. GB - well done to LN for her work with the beginners last week and keeping them interested: possibility of setting up a cadet section? SR noted that Bedfordshire Club have a junior representative on the committee as they have significant Numbers of junior members. JN - mentioned skill & challenge flow, possibly need to separate good & not so good; suggested all those that have a coaching qualification get involved with the beginners. Noted an epee coach can teach beginners foil in the presence of a foil coach: Suggest 1 coach to 12 max. LN - Suggested Club announcement to be made after the footwork so most/everyone hears. Committee agreed. |
| Action | By | Date Completed |
|---|---|---|
| Arrange 60th entertainment | FC, SL, JN | - |
| Sort 60th Buffet menu's | FC | - |
| Sort 60th room decoration | FC, SL | - |
| Child Protection issues | All | - |
| forward comp results & trophy details to Matt for website | JN | - |
| Arrange inter club competitions | SR, JN, GB | - |
| Finalise Castle Ashby details, arrange passes | SR | - |
| Leaflets to SR for Castle Ashby Event | NT | - |
| Arrange Castle Ashby event format | JN, GB | - |
| Finalise Hollowell details & arrange passes | LN | - |
| Constitution draft to committee & announce EGM to club members | SR | - |
| Update signatories | SR, PW, NT | - |
| Ideas re 'outside coaches' | All | - |
| Set up paypal | SR | - |
| Chase website re updated contact details | PD | - |
| Order new equipment | PD | - |
| Speak to those w/o BFA membership | JN | - |
| Speak to Robbie re yearly calendar & prices | MB | - |
| School/College & Highgate Hse taster sessions | JN | - |
| Email Child Protection officer | NT | - |
| Supply first aid contact details | GB | - |